2021-07-01 Meeting notes

Q&A (recurring) - urgent questions

Do you have a question to discuss at the meeting? Add it below with your name.

1. (Jackie) NCIP security issue

2. (Lynne) API keys & security update

15

All

1. Jackie noticed an NCIP security issue on the Alma list. Jackie will open a SF case.

2. Data Privacy task force will make recommendations to the WG in a couple of weeks. One of those recommendations is an MOU for CDL to have access to campus APIs.

Go Live Risk Assessment

• ICs to do local risk assessment and share select risks before Jul 1

• Go Live Risks sheet (feel free to make a copy for your local imp team risk assessment)

• On Jul 1: Brainstorm mitigations together with ICs

• Context:

  • Timeframe for risks is from now until go-live and a little beyond, but not the transition to ongoing shared gov or CDL as OC.

  • We aim to meet our day 1 MVP -- we won’t have everything decided and integrated. SILS will be a work in progress.

45

All

• Understand if a campus is done with data verification, can they move onto functionality testing? Is there anything else that would change data that would affect others? What is the list of things to avoid? Confirm with ExL.

• Do you need a confirmation from ExL before you start doing any configuring? Or, does that happen implicitly once you sign off on data acceptance and fulfillment data (for non-almas)

• How much advance notice does ExL need to be able to run fulfillment data earlier? e.g., run it Friday night rather than Sunday night.

• Still some confusion about go live steps and dependencies. Run through the timeline with what happens at each step of go live so each step and dependencies are clear.

• How soon would we get a report with what data failed in fulfillment data load?

• If instances are delivered earlier, we would like fulfillment processed earlier. At least one campus is aiming to provide their fulfillment data on Friday. They would like it run Friday night.

Go-Live coordination

https://docs.google.com/spreadsheets/d/1iMBYDcm2-FwgPU7hsVTptaUgznoLPbHsxhtqRUhEFGU/edit#gid=0 - Tracking major deliverables

https://docs.google.com/spreadsheets/d/1olDkcAsvX3pp1W-GY4MJvpu0C2I5Krkts_0wIN96fGI/edit#gid=1252460463

Alison’s go-live (day-of) countdown with hour by hour CDL work

See reminders on 6/24 meeting notes

Discuss Go Live Decision Draft

What is data acceptance? All of the written acceptances during Cutover are a way to inform EXL that you have reviewed your data/environment - and you are ready to move on to the next phase of Cutover. If a problem is found during your initial review, you must report your problems to EXL ASAP and EXL will work with you to find a resolution. You would however still have the ability to conditionally accept the data along with documenting the issues found and be able to move forward with the Cutover process. If a problem is found *after* Go Live, you would also notify EXL so we can work with you to find a resolution.

30

All + Chris and Günter, SILS co-chairs

Timeline review / PM update

• Cutover to do list

• Working copy timeline

• SILS Implementation Timeline

• Schedule (chronological order of tasks on Basecamp)

• Project Meetings (on basecamp and confluence)

• Document Alma/Primo slowness in SalesForce, see instructions

• Alma/Primo known issues page on Confluence

Stay up to date on timeline / deadlines

0

Lena

Any questions on the timeline?

Lockout tip

• How to keep staff out of Alma during the technical freeze. Please see Ramon’s swiss army knife option linked from this BC thread: https://3.basecamp.com/3765443/buckets/15553579/messages/3899490987#__recording_3903828791

Premium sandboxes

• EXL is creating and refreshing Alma & Primo VE premium sandboxes 2x a year (2^nd Sunday in February and August).

• Since the Go Live for UCS is expected July 27^th, your premium sandboxes creation start will begin on Sunday August 8^th.

  • Please see the https://knowledge.exlibrisgroup.com/Alma/Product_Materials/050Alma_FAQs/General/Sandboxes,_Topology/Ex_Libris_New_Premium_Sandbox_Policy

  • This task has also been noted on Basecamp: Begin creation of premium Alma and Primo VE sandboxes

  • Refreshed twice annually once in February and once in August.

Fulfillment data

• Basecamp Q about fulfillment data:

  • QUESTION: Does a non-Alma campus have a choice of whether to provide their fulfillment data before or after go live?

    • RESPONSE:  No, this is *not* an option.  If they want to migrate their fulfillment cutover data, it must be provided to ExL by the deadline of 5pm, July 26

  • QUESTION: could they go live and upload/enter the data themselves later?

    • RESPONSE:  Once campuses are live, they can enter any data they want in Alma but post go-live, ExL is *not* able to migrate any additional data or assist with loading patron data other than:

      • Assisting campuses with troubleshooting the loading of their offline circ files if they used the Alma offline circ utility

      • Assisting campuses with troubleshooting SIS integration

Special meetings

• Questions due on Friday 7/2 for 7/8 Office Hours. Basecamp meeting agenda Discussion.

• July 5 project status meeting is canceled due to holiday.

• July 15 Cutover Preparation Review special meeting

• If you have a topic for Ex Libris to cover, Request a Special Meeting.

• Sep 7-10 Analytics workshop

Parking lot

0

• [Hold for after 6/25] Clarification on Alma/Primo known issues page on Confluence: We have a suggestion to use it for product issues (Alma/Primo) that are controlled by Ex Libris; not for known issues as a result of CDL’s data clean-up and campus-level e-resources management (or non-migration related access issues that also may surface/be tracked).

  • Does everyone agree with this approach? Yes.

  • Do we need another list for internal known issues? Who manages it? Set it up decision page style so each group has one and it feeds into a consolidated view? (may be too much overhead?) - Return to this Q

• Post go-live: Decide which IZ(s) to use for the analytics workshop (in addition to the NZ). Nothing will be edited during the demo. One suggestion from the trainer is to use a different IZ each day.

  • Would you like your IZ demo’ed in the analytics workshop? (Polled on slack)

    • Yes: UCB, UCSF, UCSC

    • No: UCR, UCSB

• In preparation for the eventual switch from implementation to support (and to Salesforce exclusively), new-to-Alma ICs should consider who should have Salesforce accounts (have it in place before go-live). Understand best practices in opening cases. Ex Libris has a template. See Basecamp post.

TOTAL

90/90

Review decisions and actions.